Job Summary

The beginning/introductory level of the Administrative Associate job ladder. The core duties of the position involve a range of office support managed under varying degrees of supervision during the learning process. Position requires general knowledge of organizational and departmental policies and procedures and the ability to communicate information involving programs, functions, and services. Duties performed are routine and may include preparation of documents and reports, the use of office technology, compiling records, organizing, and maintaining files, posting information, greeting / referring / assisting others, mail distribution, and photocopying.

The range of duties includes, but is not limited to, collecting, and verifying data, summarizing, and reconciling information or financial data, records management, review and processing, research, and inventory.

Note: this position typically supports a small project/function, provides support across multiple teams/functions or is part of a team of administrative staff in support of a large/highly complex project team or department.

Accountabilities:

• Performs general and routine administrative tasks.
• Serves as the primary point of contact for input from internal and external contacts.
• Provides excellent customer services in a friendly, professional manner to internal and external clients.
• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
• Takes messages or fields/answers routine and non-routine questions.
• Serves as the “gate keeper” for schedules, determine needs, and handle conflicts in schedules with professionalism.
• Works in cooperation with other Administrative Associates to serve as a backup and assist with support coverage when needed.
• Provides administrative support to team members for copying, faxing and large- scale mailings.
• Responds to staff requests for administrative support as required.
• Sets up and maintain files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
• Receives and distributes incoming mailing and coordinates outgoing mail, including courier

services, and interoffice mail distribution.

• Schedules meetings and meeting arrangements.
• Assists with the preparation of materials for meetings and conferences.
• Provides meeting support as needed (e.g. scheduling conference rooms, coordinating food, logistics).
• Prepares and maintains documentation, plans, reports, schedules, databases, spread sheets, logs etc. to support functions.
• Assignments vary based on department and/or functional area. May handle special projects and execute research and data analysis tasks.
• Performs other duties as assigned.

Applied Knowledge & Skills:

• Demonstrates basic understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
• Use established filing and data systems, functions, and/or procedures that require knowledge of the program.
• Understands software is used to perform day-to-day functions.
• Use basic office software programs, information systems, and office equipment to access, input, and verify standard information.
• Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
• Utilizes program specific terminology.
• Gathers readily available information from office records to drafts e-mails, memos and other documents.
• Ability to proofread documents for grammar, spelling, punctuation, and basic formatting.
• Ability to gather, recommend and summarize data for reports, find solutions to various administrative problems, and prioritizes work.
• Requires attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Records and documents information accurately.

Problem Solving & Impact:

• Identifies and recognizes problems that have established precedents and limited impact.
• Provides excellent customer services in a friendly, professional manner to internal and external clients.
• Detecting errors easily and quickly within the immediate work unit resulting in minor disruption or expense to correct.

Supervision Given/Received:

• Normally receive detailed instructions on all work.
• Close supervision involving detailed instructions and frequent monitoring of work performance.
• Contacts are primarily within immediate work unit.
• Contacts involve obtaining or providing information requiring little explanation or interpretation.

Education: **

• High School/GED Diploma or International Equivalent.
• Associate’s degree preferred.

Experience: **

• Typically requires 0 – 3 years of relevant experience.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screens and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used:

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email [email protected].

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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